Division:    Team Lead Administration

Department/ unit:   Corporate Services

Job objective(s)

§  Responsible for the logistics, scheduling and coordination of staff transport including by air travel, Lodging and Protocol solution for the company and to ensure that these functions are carried out effectively, in harmony, and in accordance with applicable statutory regulations, company’s operational standards and policies,

§  Optimize the use and management of the bank fleet vehicle.

Duties and Responsibilities

§  Obtain quotations from various airlines to find the best flight prices and options and buy airline tickets as requested, Check-in for flights, select seats, send boarding passes

§  Procure necessary visas and medical insurance information for all travels including itineraries related to flights & accommodation as requested.

§  Managing databases of frequent flyer miles, tickets, and other important data

§  Arrange hotels and airport transfers travel packages in anticipation of travels

§  All responsibilities for confirmation of the Travel Package arrangements

§   Prepare periodic reports on expenditure and related information regarding travel.

§  Develop relationship with embassies, consulates and immigration authorities to facilitate the process for the visa requests

§  Negotiation of preferential conditions with hotels across the country for lodging of our guests

§  Monitor and obtain entry visas and related permits in expatriates management

§  Follow up the all the bank Training logistics

§  Manage the relationship between UBA and appointed service providers for office facilities and equipment

§  Manage the relationship between UBA and caterers and ensure good food and clean canteen environment

§  Overseeing regular maintenance et repairs to ensure vehicles are safe and operational

§  Ensuring all vehicles comply with safety regulations and conducing safety training for drivers

§  Reporting: preparing reports on fleet performance, costs and other key metrics for management review

CHALLENGES

§  Difficulty in disseminating information

§  Meeting internal customers’ expectations and demands

§  Fluctuations in prices of services

§  General knowledge of maintenance and international travelling

PLANNING: Macro: one year;  Micro: daily

KEY PERFORMANCE INDICATORS

Savings reported per month
Number of orders processed per month
TAT per item per location
Expenditure vs. Actual
Number of complaints from staffs,
Number of complaints from vendors,
TAT for carrying out responses and solution,
Actual vs. Budget
Cost vs. Quality
Customer service delivery index

JOB REQUIREMENTS

Education
Minimum education level – HND on Logistics and Transports

Experience
Minimum experience –05 years relevant experience in logistics and fleet management

KEY COMPETENCY REQUIREMENTS

Knowledge

Travel coordination
Events planning and organization
Protocol Management
Fleet management

Skill/Competencies

Interpersonal and communication skills
Negotiation skills
IT and computer appreciation
Analytical mind
Initiative/judgment
Diplomacy
Discretion
Numerical ability

Reporting Relationships

Functionally reports Team Lead Administration

Administratively reports to same as above

Supervises: drivers.

APPLICATION SUBMISSION :

Candidates should send their resume and motivation letter to [email protected], with the heading “ Logistics, Travels and Protocol officer ” later December 31, 2024
 Only shortlisted candidates will be contacted to proceed to the interview stage.

 If you do not receive any response 01 month after this publication, kindly consider your application as non-accepted for this time